This is an Microsoft Access Database

Types of Users:

Finance

Accounting

Purchasing

HR

Payroll

Travel

Accounts Payable (big group)

This is an FFRDC employee.  

Leidos Biomedical Research = LBR

Recipient USAGE NOTE - The Close Out module closes the Grant.

(eRA)

* Receipt & Referral belongs to eRA

RCDC belongs to eRA

Contains

Grant

Selected SIC Codes

SITE Codes

CSO Codes

CA Activity Code

Intramural Codes

Manual Coding System

Contains

Grant

SITE Codes

CSO Codes

Contains

RAEB Codes

NCI Extramural Access System

Contains

Intramural Coding, RMS, Ledios

Grant

SIC Codes

SITE Codes

CSO Codes

CA Codes

Activity Code

*CSSI/KMSP USAGE NOTE- NFRP (NFRP) – Reports on NCI projects and NCI Research Coding and is managed by CSSI/KMSP. NFRP is considered Official Public Data by NCI, because it is vetted by the NCI Budget Office. Primary groups that supply data to NFRP are: RAEB (Extramural Grant and Research Contracts); DCEG (Intramural projects); CCR (Intramural projects); and, OBF (RMS and Leidos projects).

Contains

Contract infomration - Nightly update

Exposes I2E Datamart via Restful service

Specialist Assignment Business Rules Editor

Grant Management

NCI OGA USAGE NOTE-  Grant Management (GM) system retains official information regarding the ongoing Award.

(eRA)

Contains

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NIH CRS&CGH USAGE NOTE- GO Map – Used by CGH (CGH) to RePORT international caner research, cancer care, and cancer outreach. Will be integrated with ICRP in the future.

Final Request for Additional Materials (FRAM)

FOAM belongs to eRA

Contains

FOA

OBF USAGE NOTE - Budget Fact Book – Reports on NCI Budget and provides NCI funding policies related to research Grant awards. Budget Fact Book is considered Official Public Data by NCI.

Contains

R&D Contracts

Budget data

management reports

Contains

R&D Contracts

*IRG Reports belongs to DEA

*NCI DEA USAGE NOTE- IRG Reports – Downloads all extramural data from eRA, NCI specific data from I2E, NCAB data, and reports the NCAB Black Book and IRG Archives, which is a summary of all Application and NCAB actions.

NCI DEA USAGE NOTE- DEA Annual RePORT – DEA annually creates a PDF RePORT on DEA functions and activities. An annual PDF document reporting on NCI extramural Grant.

NCI DEA USAGE NOTE- DEA Blog (DEA) – Presents tabular and graphical summaries of percentile information on select Application/awards (R01, R21), and success rates. It accepts comment posting.

Contains

Abstracts

Grant VW

appl_id,

Grant_number,

Grant_type_code,

impac_ii_activity_code,

primary_icd_code,

serial_number,

support_year,

suffix_code,

FY,

Budget_start_date,

Budget_end_date,

project_title,

project_period_start_date,

project_period_end_date,

institution_name,

PI_name_prefix,

PI_R29_name,

PI_mi_name,

PI_last_name,

PI_name_suffix,

PI_title,

state_name,

city_name,

zip_code,

country_name,

common_email_addr

Grant VW

appl_id,

Grant_number,

Grant_type_code,

impac_ii_activity_code,

primary_icd_code,

serial_number,

support_year,

suffix_code,

FY,

Budget_start_date,

Budget_end_date,

project_title,

project_period_start_date,

project_period_end_date,

institution_name,

PI_name_prefix,

PI_R29_name,

PI_mi_name,

PI_last_name,

PI_name_suffix,

PI_title,

state_name,

city_name,

zip_code,

country_name,

common_email_addr

Contains

Grant

SIC Codes

SITE Codes

BSA Web belongs to DEA

Annual Reporting system

contains

Intramural Coding

*ARS belongs to CCR

Contains

Grant

SIC Codes

SITE Codes

Contains

CA Activity Code

*Referral belongs to I2E

Contains

PO code

*NCI Programs USAGE NOTE - RA (I2E) adds the two digit PCC (PCC) to the CAA code (creating a 4 digit code).

*ARA belongs to I2E

Contains

Materialized Views

PO Assignments

GMS Assignments

Budget and Finance

RAEB Codes

*Program Coding belongs to DEA

CATS belongs to DEA

BSA USAGE NOTE: CATS makes concepts available to DOC for edits or reconsideration.
 (DEA)

Greensheets belongs to I2E

NIH CSR USAGE NOTE- eGrants – The NCI Official Grant File, used to house all NCI internal file documentation, correspondence, and work products pertaining to Grant Award administration and Monitoring. All documents are stored for the life of the Grant until the records management policies are engaged. Interchanges data with the Datamart (I2E) and IMPAC II, but remains independent of the CBIIT umbrella.

OGA USAGE NOTE- OGA holds all of the Grant records in eGrants for 10 years and then destroys them.

* FOA Edit belongs to DEA

NIH USAGE NOTE- IMPAC II Reporting Database (IRDB) – Provides Grant data for reporting, running queries, and has data for local IC specific systems.

NIDB

Contains

Contains

Intramural Information -  Updated annually

Abstracts

Budget data

R&D Contracts

*CCR USAGE NOTE- NIDB (the official NIH system for Intramural Research) sends a list of projects to OBF.

* NIH USAGE NOTE- NIDB – Reports on all NIH intramural projects, including NCI projects.

NCI DEA USAGE NOTE - BSA Reports – Pulls information from CATS, I2E, and IMPAC II. The Status for all concepts presented at the BSA meeting is reflected in BSA Reports. BSA Reports provides FOA information for each concept through the years. Helps with Extramural Research Budget and financial planning. It reports all of the cleared concepts and the funded Grant listing.

*PFR belongs to I2E

Grant Portfolio Management and Tracking System

*GPMATS belongs to I2E

HITS

OEFIA USAGE NOTE- FAM – Used to perform the budgetary exercises necessary to execute the extramural Grant Budget and to preform past trends and future financial analysis and modeling.

OEFIA USAGE NOTE 2- FAM – Pulls data from I2E, IMPAC II, and NBS to monitor and RePORT on Grant funding. FAM is a Grant tracking system with multiple modules and functionalities for the sole purpose of tracking NCI Grant awards each year. The information contained in FAM is also used for financial reporting to the OBF as well as senior level staff within NCI and NIH. FAM provides financial and other pertinent information for OEFIA staff to analyze financial data for all budgetary exercises. The data in FAM is presented as a sub-system or an extension database of the IMPAC II system. FAM is the primary tool used only by OEFIA staff to monitor and execute the Budget for each FY. At the end of a FY once the data has been reconciled against other NCI systems the prior year data is available and the new FY data is generated.

Election Council Book

*ECB belongs to eRA

Contains

2nd Review

Score

Summary Statement

*Peer Review and IAR belong to eRA.

*Committee Management System belongs to eRA

Contains

Grant

SIC Codes

SITE Codes

*NIH CSR USAGE NOTE- IMPAC II database transmits scores and Summary Statement to the NIH eRA Commons System.

* NCI PROGRAMS USAGE NOTE- IMPAC II – NCI PI can access scores through QVR, PMM, or Workbench for example.

NIH CRS&CGH USAGE NOTE- ICRP – Reports on cancer research funded by 110 funding agencies around the world. CRS manages the ICRP (ICRP) data system. Currently RAEB provides data to ICRP, but plans have been made to have CSSI/KMSP provide NFRP data to ICRP.

SITE Codes

CSO Codes

Contains

CA Activity Code

PO code

Grant

SIC Codes

SITE Codes

Contains

Grant

SIC Codes

SITE Codes

CA Codes

Activity Code

CBIIT USAGE NOTE - Datamart - I2E Reporting Database that retrieves data from NIH IMPAC II and NCI I2E Database. Datamart is a performance-tuned reporting database designed to give the NCI Extramural user community access to NCI-specific IMPAC and I2E enterprise information for querying, comprehensive analysis, and reporting across Extramural areas.

Contains

Application Codes

QC Codes

Grant

SIC Codes

SITE Codes

*DCCPS USAGE NOTE- PMA – DCCPS applies scientific codes in areas of surveillance, epidemiology, health services, behavioral science, and cancer survivorship and is also used for identifying, analyzing, and displaying Award portfolios by code categories.

*DCCPS USAGE NOTE 2 - PMA - Pulls Grant data from IMPAC II and Research Coding from Datamart. DCCPS owns and manages the system. PMA not only displays portfolio information, it also enables the addition of DCCPS-specific Coding in order to broaden the scope of Coding terms associated with research funded by this NCI division. PMA also includes information on international components of DCCPS awards.

contains

Grant

SIC Codes

SITE Codes

contains

Grant

SIC Codes

SITE Codes

FLARE

https://NCI-DEA-flarepr.NCI.NIH.gov/indexing

Contains

Grant

SIC Codes

SITE Codes

QC Codes

Application Coding

* NCI DEA USAGE NOTE- FLARE – Pulls information from I2E, IMPAC II, and Contract data from HHS DCIS. Information about funded and unfunded Application with percent relevance to anatomic sites and SIC.

Defense Finance and Accounting Services(DFAS) - Department of Defense system housing civilian and Commission Corps personnel payroll information; DFAS includes payroll information for regular, supplemental and corrections. Sourced via the HHS Accounting for Pay System(AFPS). Update every two weeks.

PSC(PSC) – A system for Grant payment and cash management.

Have data that says this is a DHHS system and a NIH system.

• review funded & unfunded Application​

•   assign a percent relevance to anatomic sites and special interest categories​

• provide scientific information to NCI staff the broader NIH community and others ​

FAITAS -

Administrator from the IC that is responsible for modifying the look, feel, workflow, and documentation upload for the IC's instance of e-HARTS.

The NIH authoritative sources from which Beacon HR downloads data are HRDB, FPS, NED, and NVISTAS. For each of these sources, only IC specific information is downloaded.

HRDB (updated by CAPHR) is Beacon HR’s source for information about general hire employees, including General Schedule, General Wage, Commissioned Officers, and others. This information is downloaded bi-weekly, at the end of each pay period.

FPS (Fellowship Payment System) stores Information about visiting fellows, including their Stipend and sponsorship information.

NED (NED Portal/NED) is used as a source to download information about contractors and other special volunteers. Because these are not direct hire employees, there is no payroll or FTE information available for these employees. Beacon HR also pulls in locator information from NED for every employee that is active in Beacon HR and who has a corresponding NED ID.

NVISTAS stores the VISA information of foreign appointments directly from DIS.

(https://support.netcomm.net/support/solutions/articles/1000249981-download-sources)

FTP means Fast Track Pro

ITRC Staff uses this as a repository to capture permissions based on role of all apps and systems.  However, ITRC is not using it much at all.  It was stated that this system doesn't fulfill ITRC needs.

IAA Dashboard

This is a local ITRC SQL database called NCI_BPM receiving information from Share Point and K2.

The same NCI HR person who entered info that appears in nVision HR data is getting it sent back to them from the CCR AO.

This represents any IC within NIH.

Annual Ethics Training

New Employee Ethics Orientation

HR Classification and Recruitment Document System – The Human Resources Classification and Recruitment Documents System (HR CARDS) is NIH’s web-based library that contains standard classified Position Descriptions (PI) and associated classification and recruitment documents. HR CARDS is instrumental in aiding HR specialists, administrative personnel and managers to recruit top-notch talent by standardizing, streamlining, and expediting the classification and recruitment process. The use of HR CARDS is a key factor for meeting the 80-day hiring reform model as instructed by President Obama’s May 11, 2010 memorandum, Improving the Federal Recruitment and Hiring Process because it reduces the length of time it takes an HR specialist to post a job vacancy announcement. Allows searching of documents by Pay Plan, Series, Grade, position title. Document are position descriptions, Job analyses and Assessment

System link - http://hrcards.NIH.gov/

08/27/2019

HR CARDS is a document repository that holds PO templates for NIH Consumption and Internal HR use.

The HR Liaison from any IC has access to:

Position Description

Job Assessment

Job Analysis

The HR Specialist has access to all the documents:

Position Description

Job Assessment

Job Analysis

Vacancy Announcement

Position Evaluations

FLSA Checklist

There are once a month data quality check process.  

The ITAS (ITAS) - is an automated timekeeping by exception system. ITAS records employees’ work schedules, Voluntary Leave/Voluntary Leave Transfer CAA hours, Telework requests and all leave requests for NIH staff. As an employee, you can Sign In and Out (if required,) Verify your timecard (if required) at the end of each pay period, and request all leave categories. If you are eligible for Telework, you can request a non-scheduled Telework day, or change your regular Telework schedule. As a Timekeeper or Administrative Officer in ITAS, you can act on behalf of an employee and create leave requests, update profiles, add premium pay to timecards, process other actions and download reports, appropriate to your access.

Link - https://hr.OD.NIH.gov/hrsystems/benefits/ITAS/default.htm

Owner - NIH

SMARTHR – increases efficiency in the use of NIH resources and automates specialized reporting tasks performed by OHR. SMARTHR also provides the unique ability to bridge reporting gaps across multiple Human Resource (HR) and non-HR systems. By linking disparate data-sources, SMARTHR promotes a more complete assessment of the organization and human capital topics, while facilitating on-demand business intelligence to OHR and IC customers alike. managed by OHR HR Systems Support Helpdesk

Sources

1. nVision – 3Rs Dashboard. Biweekly refreash
2. NIH CAPHR, NVision, BIIS – Awards Dashboard. Biweekly refreash
3. Survey Gizmo, nVision – Exit Survey. Biweekly refreash
4. Survey Gizmo – HRSS Survey. Quarterly refreash
5. nVision – PMAP data call. Annually refreash
6. nVision – Workforce Analytics planning. Biweekly refreash

WiTS(WiTS) – Standard way to submit, track and RePORT on HR and Hr-realted activites via optimized business processes via automated workflows

Variety of Processes, reports, dashboards and interfaces. https://hr.OD.NIH.gov/hrsystems/staffing/WiTS/default.htm

Owner - NIH

Human Resources Database(HRDB) – is an NIH system containing employee master recordes, personnel actions, lookup tables, payroll information. Updated every two weeks.

FPS II(FPS II) - contains information for non-FTE fellows including

Fogarty Visiting Fellows(Sunapsis) – contains info on foreign fellows, country origin, and visa expiration

NEES has no direct connection to EMIS. In the future, NEES is planned to have direct connection to EMIS in possibly 2020 or 2021.

NIH Employee files ethics forms in NEES. POC puts in reviewer queue.

The NIH Ethics Management Information System (EMIS) is used by the NIH Ethics Community to track all ethics actions and to provide a means to RePORT on the data.

https://ethics.OD.NIH.gov/EMIS2/EMIS2-Help.htm

07/15/2019 interview with Michael Guimond at NIH campus, building 31, 2C19

EMIS is built on .net 2.5, but has been compiled using .net 4.0

A rewrite of EMIS is targeted for 2010 or 2021 written in .net Core

https://ethics.OD.NIH.gov/procedures.htm

The HHS Performance Management Appraisal CAA (PMAP) runs on a calendar year cycle and is applicable to all General Schedule (GS), Wage Grade (WG, WL, WS), Senior Biomedical Research Service (SBRS), and Title 42 209(f) and Title-42 209(g) employees who are not covered under the HHS Executive Performance Management System (EPMS) - which runs on a FY.

The HHS PMAP policy is one component of the on-going process of performance management, which also includes frequent informal feedback, recognition and awards, coaching, skills development, and appropriate corrective action.

The NED Portal/NED (NED) - is a centrally coordinated, electronic directory containing identity, contact, and organizational information for all members of the NIH workforce and non-NIH staff using NIH services and facilities. NEDWeb is the custom data content and process management Application used by NIH administrative personnel for adding new people to NED, updating existing records, transferring people between ICs, and deactivating people when they leave NIH. NEDWeb is also used for authorizing NIH "services" such as ID badges, Library privileges, Active Directory accounts, Exchange mailboxes, VPN Remote access, parking permits, and listing in the NIH Telephone and Services Directory. NEDWeb provides the following features and capabilities:

• Work flow

• Scheduled tasks (e.g., the ability to schedule registrations, updates, etc., to occur on a future date)

• Event driven e-mail Notification

• Ability to save tasks for completion at a later time

• Reporting capabilities

• Business process integration with NIH and HHS systems (e.g., HHS Identity Management System, Background Investigation System) to support the HSPD-12 Personal Identity Verification process

• User Administration

This document provides detailed information on the use of NEDWeb and is intended to serve as a reference guide for system users.  Please direct comments or suggestions to ned@mail.NIH.gov.

System link - https://nedportal.NIH.gov/ProcessPortal/dashboards/NED/PIV+NED+Welcome+CS/NED_03_10_2017?isScoreboard=false 

 ...

NED Portal - Allows updating of Employee updating of NED records.

Owner - NIH

System Link - https://nedportal.NIH.gov/ProcessPortal/dashboards/NED/PIV+NED+Welcome+CS/NED_03_10_2017?isScoreboard=false

NIHStaff Directory - Search page for NED. This is a duplicate of NED, It is being left on the diagram because some users may know NED as NIH Staff Directory. For more information see NED.

Owner - NIH

System Link - https://ned.NIH.gov/search/

TechTracS - no info

Not sure if hosted by NIH

OFM Royaltiy - no info

Not sure if hosted by NIH

Privacy Act System of Record Notices

NIH Policy Manual -

Personal Profile – central repository of information on all Commons registered users. This profile information is then integrated throughout eRA’s systems and used for a variety of agency business such as Peer Review, Application data and trainee data.

System link - https://eRA.NIH.gov/services_for_applicants/apply/personal_profile.cfm

OLTP (OLTP) - OLTP database contains the most up-to-date information and is focused on data input and business process support

System link - https://inside.eRA.NIH.gov/technical/index.htm has lots of tech info like schemas ect…

Institution Profile – An Application used to maintain institutional profiles of organization involved in research projects that are external to NIH. User groups may include Recipient sponsor or contractor organization that participate in extramural programs.

System link - https://eRA.NIH.gov/services_for_applicants/apply/institutional_profile.cfm

IMPAC II Reporting database(IDRB) - is designed for querying and reporting as a decision support system. Users have no capability to change the data. IRDB will load data from the OLTP (On-Line Transaction and Processing) database which has no constraints and few foreign keys. The database design is de-normalized to facilitate data retrieval based on user query requests.

RPPR(RPPR) – Reports are required annually to document Recipient accomplishments and compliance with therms of aard. They describe scientific progress, identify significant changes, RePORT on personnel, and describe plans for the subsequent Budget Period or year. The OM and Budget (OMB) has mandated that federal agencies implement a federal-wide RPPR (RPPR) for submission of required annual or other interim performance reporting on Grant and Cooperative Agreement awards to standardize Recipient reporting on federally –funded research projects.

LikeThis – Search tool to aid PIsSOs in finding and learning about other research projects that have similar goals and objectives as their own. By entering specific scientific terms or accessing their own Grant Application or Grant and clicking on LikeThis, investigators will be provided a listing of similar funded projects and/or publications.

System link - https://eRA.NIH.gov/services_for_applicants/like_this/LikeThis.cfm

Provides HR information for NIH and OHR staff that is accessible by NIH single-sign-on. Sections may include awards, employee relations, labor relations, HR systems, and more.

Administrative Database(ADB) - Legacy NIH admin system

Central accounting System(CAS) – Legacy NIH accounting

QVR – Grant

Financial Conflict of Interest(FCOI) – Allows institutional users to manage the Financial Conflict of Interest reporting process for their particular institution by reporting the existence of any identified FCOI to the granting agency as required by the federal Grant and Cooperative Agreement regulation (42 CFR Part 50 Subpart F). Accessed from Commons as part of eEA Commons.

System link - https://eRA.NIH.gov/services_for_applicants/other/fcoi.cfm

xTrain – Application that allows CAA directors/principal investigators, university administrators, and trainees electronically prepare and submit PHS 2271 Statement of Appointment Forms and PHS416 -7 Termination Notices associated with institutional research training Grant, institutional career development awards, individual fellowships and research education awards. Also used to review and process the appointments and termination notices that are submitted electronically.

System links - https://eRA.NIH.gov/services_for_applicants/other/xTrain.cfm

eRA Commons - is an online interface where signing officials, principal investigators, trainees and post-DOC at institutes /organizations can access and share administrative information relating to research Grant. Can track the Status of gran Application through submission process, view Summary Statement anscore letters, view notice oof Award, submit JIT information requested by the grantor agency, Submit the required DOC, financial ect, Submit a no cost extension Notification , submit annual progress RePORT electronically, Look for no cometing Grant progress RePORT instructions

PI/Application USAGE NOTE- eRA Commons – Grant applicants now have access to their Application scores and Summary Statement.

eRA Web Services – set of Web Services for system to system communication/data transfer, querying

User guide - https://Grant.NIH.gov/Grant/electronicreceipt/files/S2S_Web_Services_Guide.pdf

Transaction guide - https://Grant.NIH.gov/Grant/electronicreceipt/files/S2Sclient_Transactions_Guide.pdf

IMS(IMS) – The system enables Recipient to RePORT and update data on inclusion of women and minorities in clinical research and for grantor agency staff to monitor and manage the inclusion data.

System link - https://eRA.NIH.gov/NIH_and_grantor_agencies/other/IMS.cfm

Application Submission System & Interface for Submission Tracking(ASSIST) - NIH’s online system for the preparation, submission and tracking of rant Application through Grants.gov to NIH.Not required may just use Grants.gov. Allows for collaboration, Pre-submission validation, Pre-population of data from eRA Commons, Pre-submission preview of Application in NIH format, Submission Status checking for both Grant. Gov and eRA Commons, ability to import sub Award Budget data from external sources, Ability to copy Application data from one announcement to another. Profiles

Owned by NIH

SBIR and STTR use is for Small Business submissions

Feeds - Grants.gov

Sources - eRA Commons, Grants.gov

User Guides - https://eRA.NIH.gov/files/ASSIST_user_guide.pdf

Status – in an interface in eRA Commons that allows project directors/principal investigators and signing officials to track the Status of Grant Application through the submission process view all Application as well as notice of awards and other key document and perform several post-submission and post Award transactions.

System link - https://eRA.NIH.gov/services_for_applicants/Application_tracking_and_Award/Status.cfm

Interagency Edison (iEdison) – allows government Recipient and contractors to RePORT government-funded subject inventions patents, and utilization data via the web to the government agency that issued the funding Award. More than 30 U.S. federal funding agency offices use iEdison consistent wit the Bayh-Dole Act, its implementing regulations, and agency policies.

System link - https://eRA.NIH.gov/iedison/about.htm

JIT – JIT allows applicants and signing officials to submit certain elements of a competing Application at a later date in the Application process – after the Peer Review and as the Application is being considered for funding. This includes information on IRB approval on the use of human subjects approval, verification of IACUC’s approval of the proposed us of live vertebrate animal, etc. The Application must meet certain business criteria and have achieved a certain Score to be considered. Application should only submit JIT information when it is requested by the grantor agency.

System link - https://eRA.NIH.gov/services_for_applicants/Application_tracking_and_Award/just_in_time.cfm

xTRACT(xTRACT) – Allows Application, Recipient and assistants to create research training tables for progress reports and institutional training Grant Application. Initially, xTRACT supports the following training Grant Award mechanisms: T#@, TL1, T90/R90, and T15 for both progress reports and Grant Application.

System link - https://eRA.NIH.gov/services_for_applicants/other/xTRACT.cfm

IAR(IAR) – Web-based system used in tandem wit the Peer Review module to expedite the Peer Review of Grant Application. It provides a standard process for reviewers to submit critiques, preliminary scores and final scores and to view Grant Application and related meeting materials via the eRA Commons. The IAR module is used during the pre-Award phase of the Application process. IAR allows one-click email capability between the SRO and reviewer.

System Link - https://eRA.NIH.gov/NIH_and_grantor_agencies/review_and_decision_making/internet_assisted_review.cfmResearch

eRA(eRA) – Serves Application and the Extramural Research community. IT infrastructure to manage the receipt, processing ,review Award and Monitoring of research and non-research Grant. Supports the full life cycle of Grant administration. Also support other gov agency. eRA systems, including eRA Commons, ASSIST and IMPAC II modules. eRA integrates systems, including eRA Commons, ASSIST and IMPAC II modules

User guides DOC - https://eRA.NIH.gov/modules_user-guides_documentation.cfm

Frequently asked question - https://eRA.NIH.gov/commons/faq_commons.cfm#I1

QlikView – COTs Application for business intelligence, data discovery and dashboards. IC-led effort to provide dynamic reporting of enterprise and IC-owned data that complements the suite of reporting tools already provided by nVision Data Warehouse and QVR. Can use data from ODBC(oracle,db2 sql server, access), QVDS,Excel, ACCESS, XML

Sources

1. IRDB – Grant
2. nVision - HR Data
3. nSIGHT HR
4. Edie
5. Sofie - HR Data
6. NED -
7. K2 - HR Data

CTPS(CTPS) – Collects and consolidates NCI’s planned conference travel and identifies conference attendees exceeding thresholds set by HHS/NIH

Admin Budget Info System

Self Service Store

Loan Repayment CAA

1.1.1.1        Contracts and Simplified Acquisitions  

1.1.1.1.1       Contracts/Simplified Acquisitions Solution Overview  

Simplified Acquisitions solution supports acquisitions using the methods prescribed in Part 13 of the Federal Acquisition Regulations (FAR) for the acquisition of supplies and services, including construction, research and development, and commercial items, the aggregate amount of which does not exceed the simplified acquisition threshold.

Simplified Acquisitions are generally under $150,000 except for condition specified under FAR 2.101. Use of a NIH Purchase Card is encouraged for acquisitions under $3,000. Simplified Acquisition solution deals with lower dollar value but high volumes of purchase transactions for NIH. Contracts solution supports all other acquisitions.

The following figure provides a high‑level overview of the Contracts and Simplified Acquisitions systems flow.

Figure 7  : NBS Contracts and Simplified Acquisitions System Flow

Please see Appendix B for illustrations of the following Contracts and Simplified Acquisition process flows.  

                ·         P-Card Approval and Reconciliation process

                ·         Contract Pre-Award Process Flow

                ·         Contract Award Process Flow

                ·         Contract Payment Process Flow

                ·         Modify/Administer Contract Process Flow

                ·         Contract Close Out Process

1.1.1.1.2       Application and modules used  

                ·         Oracle E-Business R12.2

§   Oracle iProcurement

§   Oracle iSupplier

§   Oracle Purchasing

§   Oracle Payables

§   Oracle Receivables

§   Oracle Sub-Ledger Accounting Engine

§   Oracle General Ledger

                ·         Sunflower Systems

                ·         Compusearch PRISM

                ·         P-Card

1.1.1.1.3       Interface details  

                ·         Oracle Compusearch Interface (OCI) between Oracle Purchasing and Compusearch PRISM

                ·         DHHS PMS interface

                ·         DCIS/FPDS-NG interface

                ·         FedBizOpps interface (Not Setup. Part of PRISM 7.2 Implementation)

                ·         POTS/AMBIS web services interface

                ·         JPMorgan PCards Daily Transactions Interface

1.1.1.1.4       Reports  

                ·         Most of the reporting is done through nVision

                ·         NIH Business System Acquisition document mapping search (HTML) and iSupplier reporting are performed through NBS

1.1.1.1.5       Security framework  

iSupplier is an Internet-facing Application. Web tier for iSupplier is hosted in a separate DMZ. Remaining modules and Application use the standard security framework at NBS.

This process is called the Budget Authority Process. The following figure provides a high‑level overview of the process.

Funds checking will occur at the Allowance level that is currently defined as I/E/R, yet can be redefined in the future to move mechanism from the operating Budget level to the allowance level.

Figure 5  : Budget Authority Process

NIH budgets are uploaded into NBS and managed. The following figure provides a high‑level overview of the Budget upload process:

Figure 6  : Budget Upload Process

1.1.1.1.1       Budget Application and modules used  

                ·         Oracle FedAdmin module is used in NBS for budgeting

                ·         CANs are created and maintained using Oracle Projects

1.1.1.1.2       Budget interface details  

                ·         There are no interfaces for budgeting

                ·         Users upload budgets using Budget spreadsheets; nightly job uploads Budget transactions (journals) to Oracle General Ledger; funds are available once the journals are posted

1.1.1.1.3       Budget Reports  

                ·         Reports are primarily run out of nVision

                ·         Following reports are run from NBS:

                ·         NIHFV Budget check RePORT

                ·         NIHMM budgetary chart of accounts

1.1.1.1.4       Budget security framework  

                ·         No special security framework other than the standard security features used by NBS

1.1.1.1        Finance  

1.1.1.1.1       Finance Solution Overview  

The finance solution covers the following areas:

                ·         Accounts Payable (AP)

                ·         Accounts Receivable (AR)

                ·         General Ledger (GL)

These areas are not stand-alone solutions. They tightly integrate with other solution areas to provide AP, AR, and GL functionality. Please see Appendix B for illustrations of the following Finance Processes:

                ·         AP Suppliers Process

                ·         Vendor/Invoice/Payment Summary Process

                ·         Acquisition to Oracle Fed Admin/GL Process

                ·         Commercial Accounts to Oracle Fed Admin/GL Process

                ·         Property Management to Oracle GL Process

                ·         Travel Management to Oracle Fed Admin/GL Process

1.1.1.1.2       Application and modules used  

                ·         Oracle E-Business R12.2

§   Oracle Accounts Payables

§   Oracle Accounts Receivables

§   Oracle Sub-Ledger Accounting Engine

§   Oracle Financial Accounting Hub

§   Oracle General Ledger

§   Oracle iSupplier

§   Oracle iProcurement

§   Oracle Inventory

§   Oracle Order Management

§   Oracle Warehouse Management

§   Oracle Human Resource

§   Oracle Project Accounting

§   Oracle Federal Financials

                ·         Kofax MarkView

                ·         Compusearch PRISM

                ·         Sunflower Systems

                ·         NBS Custom Application

1.1.1.1.3       Interface details  

                ·         PMS (PMS) – Letter Of Credit (LOC) and Grant

                ·         Undergraduate Scholarship CAA (UGSP) – Third party payment process, Miscellaneous Obligations, Vendor requests

                ·         CGE – Sponsor travel

                ·         Patient Travel Module (PTM) (Internal to NBS) – Patient travel

                ·         Loan Repayment CAA (LRP) – Purchase orders and invoices

1.1.1.1.4       Reports

                ·         Reports are run using nVision

1.1.1.1.5       Security framework

                ·         No special security framework other than the standard security features used by NBS

1.1.1.2        Projects  

1.1.1.2.1       Projects Solution Overview

At NIH, NBS is the source system for new projects and CANs. New projects and CANs are setup and maintained in NBS using the Oracle Project Accounting module. Please see Appendix B for overview illustrations of the creation and inactivation process for CANs and Projects.

                ·         Inter-Agency Agreements (IAA) Process – Implements US Treasury Financial Management Line of Business (FMLOB) standards for Reimbursable Agreements (RA). This solution implements Budget and accounting aspects of the Treasury guidance for reimbursable agreement standard business process.

1.1.1.2.2       Application and modules used

                ·         Oracle E-Business R12.2

§   Oracle Project Accounting

1.1.1.2.3       Reports

                ·         No special security framework other than the standard security features used by NBS

1.1.1.2.4       Security framework

No special security framework other than the standard security features used by NBS

1.1.1.1        Travel  

1.1.1.1.1       NIH Business System Travel Management solution

CGE Module

Concur Travel system (Now SAP) is an integrated travel and expense management system. United States General Services Administration (GSA) selected the Concur Travel system for managing online bookings, travel authorizations, and vouchers for all federal agencies.

Concur’s CGE travel module will be the access point for the travel transactions that have financial implications. The transactions will be entered in CGE and then the financial data must be passed to the NBS financial system.

The NBS-CGE solution includes the use of existing Oracle open interfaces and Application CAA interfaces (APIs) to interface CGE’s accounting transactions with NBS. Web services will be used to communicate between CGE and NBS. Some of the services will be real-time and others will be near real-time.

The overview diagram below displays the different interface points between NBS and CGE.

Figure 8  : NBS-CGE Interface Overview

Patient Travel Module

The Patient Travel Module (PTM) is used for patient travel. This system uses a web-based user interface as the access point for patient travel transactions. Oracle financial Application uses web services to interface with these transactions. PTM reuses the CGE-NBS web services interface. Additional web services are used to meet PTM specific requirements. The following figure shows the high‑level Patient Travel Document process flow.

Figure 9  : High‑level Patient Travel Document Process Flow

1.1.1.1.2       Application and modules used

                ·         TIBCO Web Service

§   CGE Interface

§   PTM Interface

                ·         Oracle E-Business R12.2

§   Oracle Accounts Payables

§   Oracle Accounts Receivables

§   Oracle Financial Accounting Hub

§   Oracle Purchasing

1.1.1.1.3       Interface details

                ·         Travel interface between CGE and NBS uses web service for interfacing multiple transactions: mainly obligations, prepayments, final payments, and General Ledger related transactions

                ·         Traveler profile interface (NBS to CGE)

                ·         HR Organization interface (NBS to CGE)

                ·         CAN interface to NBS Oracle Projects

1.1.1.1.4       Reports

                ·         Reporting is performed through nVision

1.1.1.1.5       Security framework

                ·         The Oracle Application modules and PTM web Application use NBS standard security framework

                ·         Web services use NIH standard web services security framework

1.1.1.1        Property  

1.1.1.1.1       Overview  

NIH manages their property via a module called Sunflower Assets. It is one of the components of the NBS. Information from other NBS modules transfers to the NBS Property System and information from the NBS Property System then transfers to other NBS modules.

NIH uses NBS Property System to add property assets for management. The system maintains the Property records from acquisition to disposal and creates a history of all changes, updates, and movement of property throughout its life at NIH.

Figure 2  : Property Management Process

1.1.1.1.2       Life Cycle  

The property management cycle has four parts: planning, acquisition, management, and disposal.   

Planning

When planning which items are needed at NIH, all requirements and needs are evaluated. In addition, checking the mandatory sources is the R29 step when considering any new property items. Mandatory sources may be the NIH excess property at the GDC warehouse, other Federal Government agencies, or some other specified sources including External websites.

Acquisition

The Purchasing Officer (PO) creates a request for purchase based on information received from requestor in the POTS (POTS), or AMBIS for NIAID, or directly into NBS iProcurement System in compliance with NIH policies and procedures. NIH property may be acquired through new Procurement, manufacturing, fabrication, or assembly by NIH, or by transfer from another activity, gift funds, or donation. Regardless of the method of acquisition, it is all United States Government property.

When using a Purchase Card (Pcard) to purchase property, the entry of the Pcard log triggers data to enter the property system. The acquisition cycle ends with the receipt of property.

Management

Most NIH property is directly delivered to the end user’s IC. Receiving means the item is within the custody of the NIH and does not indicate payment. Receiving can also occur when the item is still at the manufacturer, but the NIH is responsible for shipping when the order is marked FOB Origin. The management portion begins when the NBS Property System receives and documents the receipt of property.

When property meets the requirements for control and recordkeeping, the receiving information passes from the Procurement system(s) to the property and financial management systems. Information from the electronic receiving process becomes the initial property and financial management record. As such, electronic, not physical, receiving serves as the driver for several important administrative functions.

Electronic receiving and records management occurs online in the NBS Architecture. The physical receipt of property and delivery to the user occurs as an offline activity.

After the property is entered into the NBS Property System, the Property Custodial Officers (PCO) may perform other management activities against the recorded asset. This includes issuing of passes or loan, transferring of an asset to another accountable user or another PCO, custodian code, warranty replacement and/or  trade-in of old asset for a new asset.

The Property Custodial Officer (PCO) is responsible for all property until relieved through a documented transfer of property to a user who is accountable or Disposal of property. The Property Custodial Officer (PCO) responsible for the custodial Account accomplishes this by completing the Decal Worksheet and assigning the accountable-user.

Disposal